--- title: "Exports: build, schedule and deliver your reports" description: "Answer questions with your own data—ready-made exports, your choice of columns and filters, CSV, Excel or ODS files, and schedules that deliver to your inbox or an SFTP server." lastModified: "2026-08-27" lang: "en" wordCount: 2058 url: https://qualyhq.com/training/reports/exports --- ## Site navigation - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents - [Explore](/training.md) — Watch videos on how to use Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Pricing](/pricing) - [5-min demo](/demo.md) - [Login](https://dashboard.qualyhq.com) # Exports: build, schedule and deliver your reports > Get answers out of your data—once, or on a schedule that runs itself. ## At a glance - **Intended for:** Everyone - **Available in:** All plans - **Reading time:** 6 minutes - **Last updated:** 7th August 2026 ## Quick summary Exports is where you get data out of Qualy. Start from a ready-made export named after the question it answers—"Who hasn't paid me?", "Did it reach my bank?"—and run it as it is, or customize the dataset, columns, filters and file format. Files come as CSV, Excel (XLSX) or OpenDocument (ODS), delivered as a dashboard download with an email when ready, or pushed straight to an SFTP server. Save any export as a recipe, then put a recipe on a daily, weekly or monthly schedule; an admin approves it once and it runs on its own. ## Overview **Exports** is where you get data out of Qualy—as a one-off file, or as a report that generates and delivers itself on a schedule. Open it from **Exports**, under **More** in the main menu. ![The main menu with More open, showing the Exports entry among the other options](/images/training/reports/exports/01-exports-in-more-menu.png) The front door is a library of ready-made exports named after the question each one answers: *Who hasn't paid me?*, *Did it reach my bank?*, *What's due to each partner?*, *How much tax did we charge customers?* Pick one and press **Run** to get the file as it is, or **Customize** to change the columns and filters first. **Build from scratch** starts with an empty spec. ![The Exports library, with question groups under Start from a question and the Build from scratch button](/images/training/reports/exports/02-the-export-library.png) The **Export center** sidebar has the library (**Exports**), **Schedules**, **Connections** (SFTP servers you deliver to), and **Your files**—every run and its downloads. ## Starting from a question The library groups its ready-made exports under the question they answer—money in, receivables, banking, margin, partners, customers, messages, tax, and system activity. Each card names the file in plain words: "Every transfer out, the fee kept on it, and the payment behind it—the file that matches your bank to your invoices." You don't have to know which dataset holds the answer. Pick the card, run it, open the file. If it's close but not exact, **Customize** opens the builder already holding that export's columns and filters, and everything is yours to change. ![Hovering a ready-made export in the library reveals Customize, and clicking it opens the New export window with that export's columns already selected](/images/training/reports/exports/03-customize-a-starter.gif) Under **Raw data and backups** you can export a whole table—every column, exactly as stored—for a backup or for loading your data into another system. ## Building an export **Customize** and **Build from scratch** open the **New export** window. It walks six steps: **Dataset**, **Columns**, **Filters**, **Format**, **Destinations** and **Review**. ### Choosing a dataset A dataset is one table of data at a fixed grain, stated on its card: *One row per payment*, *One row per transfer*, *One row per partner's share*. There are datasets for payments, payment lines, orders, transactions, payouts, partner shares, partnerships, contacts, direct debit authorizations, messages sent and scheduled, feedback, chasing, tasks, disputes, approvals, form responses, tax, and more—grouped under **Money**, **Partners**, **Customers** and **Operations**. The grain decides what a row means, so pick it before anything else. If you want one line per student with a course total, that's the Orders dataset—not Payments, which gives you a row per payment. ![The Dataset step listing datasets in the Money group, each with a description and its grain](/images/training/reports/exports/04-dataset-step.png) ### Picking columns Every column shows its name, its type, and what it contains—**Ordinary**, **Personal**, **Financial** or **Restricted**. Search, tick what you need, or **Select all**. Money columns are written in major units: 900.00, never 90000. Dates and times are written in the time zone you pick on the Format step. One dataset is different: **Bank accounts** needs the super-admin role, because it exports account numbers. ![The Columns step asking which columns the file should contain, with 10 of 29 selected and each column's type and sensitivity shown](/images/training/reports/exports/05-columns-step.png) ### Adding filters **Add a filter**, pick a column, pick an operator—*is*, *is not*, *is any of*, *is between*, *is on or after*, and so on—and give it a value. Columns with a fixed set of values, like Status, offer the list so you can't type a value that matches nothing. Amounts are entered as you read them: 900, not 90000. No filters means the export includes every row. A filter with nothing filled in is ignored—it won't narrow the file. ![The Filters step with a Status filter set to is any of, offering the fixed list of status values to pick from](/images/training/reports/exports/06-filters-step.png) ### Choosing the format Three file formats: **CSV**, **Excel (XLSX)** and **OpenDocument (ODS)**. CSV opens anywhere and loads into other systems; the workbook formats keep column formatting. You also choose the **time zone** dates are written in and whether currency shows as a code (USD) or a symbol ($). If the file grows past what a workbook can hold, you decide up front: **Fail if the file is too large**, **Split into several files**, or **Fall back to CSV**. CSV has its own options under **Advanced**—column separator, decimal separator, and whether the file is meant for people or for another system to read. The defaults suit most people. ![The Format step with Excel XLSX selected, and Advanced options for time zone and how currency is shown](/images/training/reports/exports/07-format-step.png) Before running, the **Review** step shows **Matching rows**—how many rows the filters keep—and a **Sample** of the actual output. Check both; it's cheaper than opening a wrong file. ![The Review step showing 901 matching rows, the dataset, columns, format and delivery, above a sample of the file](/images/training/reports/exports/09-review-step.png) Press **Run export** and the file starts generating—the confirmation shows the status as **Queued**, and **View export** opens the run so you can watch it finish. ![The Export queued confirmation with the status, dataset, format and delivery, and a View export button](/images/training/reports/exports/12-export-queued.png) ## Where the file goes The default delivery is **Download here, and by email**: the file stays in the dashboard for 30 days, and you're emailed the moment it's ready. You can add recipients from your team. ![The Destinations step asking where the file should be delivered, with Download here, and by email selected and an Advanced option to set up an SFTP server](/images/training/reports/exports/08-destinations-step.png) Under **Advanced** you can add an **SFTP** destination instead of, or as well as, the download: Qualy pushes the file onto a server your team or another system reads on its own—no one has to fetch it. Pick the connection, the remote path, and what happens if the file already exists: fail, replace it, or add the run ID to the filename. Delivering off-platform may need approval before it is sent, depending on your organisation's approval rules—a delivery waiting on one shows as **Awaiting approval** under Your files. ## Saving a recipe Tick **Save this as a recipe** on the Review step before running, and the exact spec—dataset, columns, filters, format—is kept so it can be run again or put on a schedule. You choose who can use it: **Only me**, **My teams**, or **Everyone**. Saved recipes appear in the library under **Your exports**, next to the ready-made ones. ![The Review step with Save this as a recipe ticked, showing the recipe name field and who can use it](/images/training/reports/exports/10-save-as-recipe.png) ![The library's Your exports section with a saved recipe named Monthly payments received, marked Only me, with a Run button](/images/training/reports/exports/14-your-exports-saved-recipe.png) The ready-made exports can't be edited in place—**Customize** one and save the result as your own recipe instead. ## Scheduling an export A schedule runs a saved recipe on a cadence and delivers the result. From **Schedules**, press **New schedule**, pick the recipe, and set: - **Frequency** — daily, weekly on a chosen weekday, or monthly on a day of the month (including the last day), at a time in the time zone you pick. - **Period it covers** — the previous day, the previous week, the previous month, or month to date. Each run replaces the recipe's date filter with this window, so the same schedule always covers the right period. - **Where it delivers** — the dashboard download with email, an SFTP connection, or both. ![The Schedule an export form with the recipe chosen, running weekly on Monday at 06:00, and the period it covers](/images/training/reports/exports/15-schedule-an-export.png) A new schedule starts as a **draft** and only begins running once an admin approves it. After that it runs itself; **Run now** triggers an extra run, and you can pause, resume or cancel it at any time. Each schedule keeps a run history. ![The delivery half of the schedule form, with the notice that a new schedule starts as a draft and only starts running once an admin approves it](/images/training/reports/exports/16-schedule-delivery-and-approval.png) A schedule is pinned to the version of the recipe it was approved with—later edits to the recipe don't quietly change what an approved schedule sends. If the recipe is edited or archived, the schedule pauses until someone reviews and resumes it. ## Setting up an SFTP connection Connections live under **Connections** in the sidebar. You'll want the details from whoever runs the receiving server: host (port 22 unless you add one), username, and either a **password** or a **private key** with an optional passphrase. Credentials are held in the secret manager and never shown again—you can only replace them. ![The New SFTP connection form with fields for name, host, username, default directory and the host key fingerprint](/images/training/reports/exports/11-new-sftp-connection.png) Two things the form insists on: - The host has to resolve to a public address—localhost and private ranges are refused. - The server's **SSH host key fingerprint** is pinned. The form shows the command to read it off the server; paste what follows `SHA256:`. If the server's key ever changes, deliveries are refused rather than sent to an imposter. Press **Test connection** after saving. A connection needs a passing test before it can receive files, and saving any change marks it untested again. ## Your files Every run—manual or scheduled—appears under **Your files** with its status: **Queued**, **Processing**, **Awaiting approval**, **Completed**, **Completed with warnings**, **Failed** or **Cancelled**. Open a run to download its files, see where they were delivered, and retry a failed delivery. ![The Your files page listing a completed Payments export with its row count, format and the date it was requested](/images/training/reports/exports/17-your-files.png) ![An open run showing the completed status, rows, size and columns, the generated file with its expiry date and Download button, and the delivery record](/images/training/reports/exports/13-export-job-detail.png) **Completed with warnings** means the file was generated but the **Data quality** panel found something to look at—rows with a missing reference, invalid dates, or currency mismatches. The counts are on the run, so you know what to check before trusting the totals. ## Frequently asked questions ### Can I get a report with one line per student and their total course cost, not the instalments? Yes—pick the right dataset. Every dataset states its grain: the Payments dataset is one row per payment, Payment lines is one row per line inside a payment, and Orders is one row per order with its total. For one line per student with the full course cost, use the Orders dataset and include the customer name, service and total columns. ### Can Qualy send me my outstanding balances every Monday, filtered by course? Yes. Build an export on the Payments dataset, filter Status to unpaid and add a Courses filter for the course you care about, save it as a recipe, then schedule it weekly on Monday. Pick the period it covers and where it should go—your inbox, or an SFTP server. Once an admin approves the schedule, the file arrives every Monday without anyone touching it. ### How do I pull everything for a period to reconcile against Xero or my bank statement? Start from the ready-made export "Does every payout tie back to its payments?"—one row per transfer out, with the fee kept on it and the payment behind it. Add an "is between" filter on the paid date for your period. For the money coming in, "What came in, and when?" gives every payment with its total and paid date. Both run as CSV, ready to diff against your accounting system. ### Are cancelled payments included in the file? An export with no filters includes every row, cancelled ones too. To leave them out, add a Status filter—"is not" cancelled, or "is any of" with only the statuses you want. The review step shows how many rows match before you run anything. ### Can I have the file in Excel instead of CSV? Yes. On the Format step, choose CSV, Excel (XLSX) or OpenDocument (ODS). Excel and ODS keep column formatting when the file opens. If a file grows past what a workbook can hold, you decide what happens: fail, split into several files, or fall back to CSV. ### How long is my file available for download? Files stay in the dashboard for 30 days, and you get an email the moment one is ready. After that they expire—but the export itself is not lost. Run the recipe again and you get a fresh file with current data. ### My schedule isn't running—why? Check its status under Schedules. A new schedule starts as a draft and only begins running once an admin approves it. A schedule also pauses itself if the recipe it runs was edited or archived—each schedule is pinned to the exact version of the recipe it was approved with, so someone has to confirm the change and resume it. ### Do I need to ask Qualy support for a custom report? No. Pick a ready-made export and press Customize—every column and filter is yours to change, and the sample shows the result before you run it. If your question doesn't fit any dataset, connect Claude or ChatGPT from the Exports page and ask in your own words; the assistant signs in as you and sees only what you can. Support is still there for anything the tool can't answer. ## Prefer doing this via the Qualy API? Head over to our developer docs for everything you need—endpoints, examples, and simple how-tos. 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